KSA Statements: Receptionist - Essay Example

However, their responsibilities, roles and duties revolve around a few core functions that characterize the nature of the receptionist’s job. Receptionists are expected to meet, greet and welcome visitors to the office and enter their details in the visitors’ log book. In most organizations they have to help visitors to obtain a visitor’s pass. A major job function for receptionists is to take incoming telephone calls and promptly deal with queries in a professional way by redirecting the calls to the right person or department within the organization.

Receptionists may have to perform general administrative functions such as dispatching and receiving mail, arranging for stationery and organizing board meetings. They have to schedule appointments and maintain appointment details (Poole, 2011). In terms of knowledge, skills and abilities, candidates have to meet specific requirements so that they fit into the job requirements of a receptionist. Having excellent IT skills are very important for a receptionist, especially in the context of being able to use data based applications and others such as Microsoft Word, Outlook and Excel.

They should have good organizational skills because receptionists are repeatedly tested in this ability as they have to receive telephone calls, arrange meetings, fix appointments, order administrative logistics and maintain record of visitors entering and leaving the office. They have to demonstrate excellent time management skills and the ability to prioritize. They should have the ability to perform multi-tasks (Mathis, 2010). Good receptionists have excellent telephone manners and the. A major job function for receptionists is to take incoming telephone calls and promptly deal with queries in a professional way by redirecting the calls to the right person or department within the organization.

Receptionists may have to perform general administrative functions such as dispatching and receiving mail, arranging for stationery and organizing board meetings. They have to schedule appointments and maintain appointment details (Poole, 2011). In terms of knowledge, skills and abilities, candidates have to meet specific requirements so that they fit into the job requirements of a receptionist. Having excellent IT skills are very important for a receptionist, especially in the context of being able to use data based applications and others such as Microsoft Word, Outlook and Excel.

They should have good organizational skills because receptionists are repeatedly tested in this ability as they have to receive telephone calls, arrange meetings, fix appointments, order administrative logistics and maintain record of visitors entering and leaving the office. They have to demonstrate excellent time management skills and the ability to prioritize. They should have the ability to perform multi-tasks (Mathis, 2010). Good receptionists have excellent telephone manners and the ability to operate the switchboard.

They have the knack to be patient, are flexible with working hours and are adept in using photocopiers, scanners and fax machines. They are able to manage anger and stress effectively.